Phone message template
The classic “while you were out” message slip, online and free. Fill it in, mark the action, then copy it as text or print it to leave on a desk.
While you were out
Message
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A message slip that doesn't lose the details
The handwritten phone message has one job — make sure a call that came in for someone else doesn't get lost. It fails when the slip is missing the callback number, the reason for the call, or who took it. This template prompts for every field, so the person who finds the message can act on it without tracking you down.
Fill in the caller, their number, what they want, and a short message, then copy it as text to paste into a chat or email, or print a clean slip to leave on a desk. Keep blank copies by the phone as a message pad.
Of course, the most reliable message slip is the one nobody has to write. RingOwl's AI receptionist answers the call, captures the caller's name, number, and reason automatically, and texts it to you — and books the appointment when that's what they wanted.
Phone message template FAQ
What should a phone message include?+
A complete phone message captures six things: who it's for, the date and time of the call, who called (and their company), their callback number, what they want (the action — please call back, will call again, urgent, etc.), and a short message. Filling all six means whoever picks up the slip can act on it without calling you to ask. This template prompts for each one.
What does “while you were out” mean on a message slip?+
“While you were out” is the classic header on a telephone message pad — the pink-slip format receptionists have used for decades to record a call for someone who wasn't at their desk. It signals that the call happened in your absence and that there's an action waiting for you. This is a free digital version of that slip.
Can I print this message template?+
Yes. Fill in the fields and click Print — the slip prints cleanly on its own, without the form controls or page navigation. You can print a filled-in message to leave on someone's desk, or print blank copies to keep by the phone as a message pad.
What's the difference between a message slip and a call log?+
A message slip records one call for one person to act on. A call log is a running list of many calls — date, caller, number, reason, and whether it was handled — used to track call volume and follow-ups over time. This tool focuses on the single message slip, which is the format most businesses reach for day to day.
Is there a way to stop taking messages by hand?+
That's exactly what RingOwl does. Instead of someone writing down “while you were out” slips, an AI receptionist answers the call, captures the caller's name, number, and reason as a structured message, and texts it to you — and for many calls it just books the appointment, so there's no message to relay at all.
Stop writing slips by hand
Let an AI take the message.
RingOwl is the AI answering service for appointment-heavy small businesses. It answers every call 24/7, captures who called and why, texts you the message, and books appointments live.
7-day trial · 30 minutes included · No credit card.
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